HomeMy WebLinkAboutNB 3 CHAMBERS USE 08-02-93NEW BUSINESS NO. 3 -2-93
~ATE:
July 28, 1993
Inter-Corn
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: COM]~NITY SERVICES/COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: CITY COUNCIL CflAMBERS USE POLICIES
RECOMMENDATION:
Approve revised Facility Use Policies for the City Council
Chambers.
FISCAL IMPACT:
The City might not accommodate some rentals. This could result in
a loss of approximately $1,000 per year if these rentals cannot be
held in alternate City buildings. Losses are not expected from
using the building for City-sponsored contract classes since these
programs can be moved to alternate locations.
BACKGROUND:
In fall of 1992, the City Council adopted a new fee schedule for
public use of City parks,, fields and buildings. These revisions
did not include the City Council Chambers. Because of the
improvements to the building furnishings and equipment, Community
Services Department staff has revised facility use policies
specifically for the City Council Chambers.
Before the Civic Center Remodeling Project, the City Council
Chambers rentals included local nonprofit organizations,
governmental agencies, businesses and individuals. The Community
Services Department also used the building for classes suited to
the setting, Rentals were scheduled not to interfere with regular
City governmental uses such as City Council, Parks and Recreation
Commission and Planning Commission meetings. Rentals and Community
Services Department use of the City Council Chambers occurred only
about twice monthly. These activities included seminars, special
meetings, church services and classes.
The renovations now underway will significantly improve the
physical appearance of the building and upgrade sound and video
equipment. Staff is especially concerned about the security of the
state of the art sound and video equipment. While this equipment
will be secured when the building is not in use, outside use of the
building could unnecessarily expose the equipment to theft,
accidental damage or vandalism. Costs for repairs because of just
one incident could easily exceed the $1,000 revenue projection for
City Council Chambers rentals. Given these notable alterations and
the limited outside use of the facility, staff is recommending
revised policies which will ensure the long term quality of the
Council Chambers.
DISCUSSION:
The City Council Chambers were designed for governmental meetings.
This building contains sophisticated public address and recording
equipment, voting display machines and communication devices. To
ensure the long-term quality of this equipment and the building
furnishings, staff recommends the following policies:
The use of the City Council Chambers is limited to
governmental meetings. This includes the regular meetings of
the City Council, other City Commissions and Committees and
staff.
·
The Community Services Department is responsible for
coordinating and maintaining a schedule for all use of the
City Council Chambers.
·
Federal, state, county and local agencies may use the City
Council Chambers when they are not otherwise scheduled for
City of Tustin activities. This also includes school and
special districts.
e
Application for outside agency use of the City Council
Chambers is made through the Community Services Department,
however the City Manager will review and approve such
applications.
·
Outside agencies using the City Council Chambers will be
charged a fee to recover the direct cost for personnel if
staff above those routinely scheduled is necessary to
accommodate the use.
·
No food or drink will be allowed in the City Council Chambers
(with the exception of water at the Council and staff dias).
Coffee at meetings will be available in the Lobby area only.
community Services Department staff is confident that these
policies will keep the new City Council Chambers in top condition
for many years to come. The few non-governmental activities which
previously occurred in the City Council Chambers can use the
Conmunity Center & Lobby area, and other City buildings or
community facilities.
When the city Council approved revised fees and charges for rental
of all City buildings, the revisions were based on expenses for
personnel, supplies and utilities. Staff will annually review fees
and policies for all buildings to stay current with expenses and
trends.
trick
Recreation Supervisor
Christine A. S
Assistant City Manager
Susan M. Jones
Recreation Superintendent
RW1: ~RI~OL. CC